Poster Guidelines

Below are some guidelines and pointers on how best to video your poster presentation and send to the organisers for the virtual platform set up in advance of the conference.

Key Dates

May 10, 2021 – Abstract Submissions Due

May 24, 2021 – Abstract Submissions Acceptance confirmation

June 9, 2021 – Poster Presenters registration deadline

June 16, 2021– Upload poster docs including video presentation

June 23 – June 24, 2021 – Conference Dates

Virtual Presentation Guidelines

As a poster presenter, you will be required to upload the following information into your Poster ‘stand’ by
June 16, 2021

  • PDF of your Poster (landscape format) or PDF of your presentation slides
  • Pre-recorded (5-minute) video presentation summarising the following:
  1. study’s objective
  2. methods used
  3. results obtained
  4. conclusions

Please note: this video will be ‘on demand’ from your virtual poster stand, in order that attendees can visit your poster, even when you are not available.  You may also choose to upload (optional):

  • Email address for poster contact
  • Handouts/supplementary documents in support of your poster (optional)

Watch an example of a great poster presentation below!

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Live Chat & QA

Poster presenters will be asked to be available to ‘stand’ at their posters during a scheduled live poster session, to take part in interactive Q&A, in much the same way an onsite poster hall operates.

When a poster presenter is not at their stand (due to time zone issues or other commitments), their poster information will be available for virtual attendees to browse and review. There will also be a ‘contact’ button, allowing individuals to connect directly with poster presenters at any time to ask questions and start follow-up discussions.

How To Create & Record

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Step 1: Create your Presentation using PowerPoint Slides

Please include an intro slide below at the beginning of your presentation (include the title of your talk, your name and your affiliation)

Ensure that any graphs/charts/figures you include are large enough to be viewed on a screen, and there’s space at the bottom of your slides for closed captioning.

Practice going through your talk to confirm that the timings are accurate, and that the number of slides correlates with your allotment of time (5 minutes for posters). Remember to take a few moments at the start of your talk to introduce yourself, in lieu of a chair.

You may consider including a contact email address and/or twitter handle in your final slide, to make it easy for attendees to contact you with any follow up questions post event.

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Step 2: Record Your Video

To record your presentation, you are welcome to use any platform you feel comfortable with (as long as the final file is in mp4 format). We have outlined instructions for two options, which are both user-friendly and free to use. Please click on the button below to review these options:

Option 1: ZOOM (preferred option)

Please click here to view the ‘recording a zoom meeting’ video. Further step by step instructions are included below:

      1. Open the slides you wish to present, then minimise.
      2. Install the Zoom.us software or application on your computer or device from http://zoom.us/download. Once the application has installed, click Sign In (for existing account users) or Sign up to create a free account.
      3. Once logged in, click on the ‘Host a Meeting’ tab at the top and select ‘With Video On. Then click ‘open link’.
      4. The meeting will then launch, and you will be asked to ‘join with computer audio’.
      5. If your audio isn’t working, check your settings by clicking on the arrow next to the mute icon on the bottom left of the screen.
      6. If your video isn’t working, check your settings by clicking in the video icon at the bottom left of the screen.
      7. Once you are in video mode and can see yourself on your computer monitor, make any changes required to the location/orientation of the camera etc., to ensure your appearance is how you would like to be recorded.
      8. Move your mouse to the bottom of the screen, where the following will appear. Click on the share screen icon and select the PowerPoint slides that you opened previously.
      9. Once you have shared your screen, you should be able to see yourself in the top right of the screen, with the main image being your slides. Click next through the slides to make sure you have control over the content.
      10.  Once you are ready, go to the top of the screen, and click on the ‘More’ button, where you will then see the ‘record’ button. Click on this to start the recording.
      11. Once you’ve finished your recording, go back up to the same ‘more button’ and click ‘Stop Recording’ (please note that this tab won’t show up on the recording).
      12. As soon as you end the meeting, your zoom video clip will download and appear in your documents folder in a folder named ‘Zoom’.
      13. Once you are happy with your recording, please rename your final video [SESSION ID_LASTNAME].
      14. We will be in touch with you on how to submit your final video. 

DOWNLOAD THESE INSTRUCTIONS AS A PDF

Option 2: Microsoft PowerPoint

Please click here to view a brief ‘How to Make a Video in PowerPoint’ video. Further step by step instructions are included below:

  1. Go to the video and audio settings on the device you plan to record your presentation, to ensure your microphone and camera are connected and working properly.
  2. Open the PowerPoint slides you wish to present.
  3. Whether you are using Mac or PC, there will be a ‘record slide show’ button, under the slide show tab.
  4. Once you have clicked on the record slide show, you will see the below view, with your Ppt slides in present mode, with your image at the bottom right of the screen. Once you are ready to present, you simply click on the red record button located at the top left of the screen.
  5. If you wish to highlight any graphs or specific information, you can do so using the tools at the bottom of the screen.
  6. Once you are finished recording your presentation, click on the stop button at the top left of the screen, beside the record button.
  7. Once you are satisfied with your recording, please go to file -> export -> create a video, to save your presentation as an mp4 video file.
  8. Ensure you select the ‘use recorded timings and narrations’ to save your video. Once you are happy with your recording, please name your final video file [SESSION ID_LASTNAME].
  9. We will be in touch with you on how to submit your final video.

     

DOWNLOAD THESE INSTRUCTIONS AS A PDF

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Step 3: Upload Your Presentation

Poster presenters must upload all their poster presentation video to YouTube and update any other appropriate poster details via their individual url in Whova (these detailed instructions will be communicated via email)

by June 16, 2021